Writer 6.0 Guide

Chapter 12 Lists: Tips and Tricks Copyright

This document is Copyright © 2018 by the LibreOffice Documentation Team. Contributors are listed below. You may distribute it and/or modify it under the terms of either the GNU General Public License (http://www.gnu.org/licenses/gpl.html), version 3 or later, or the Creative Commons Attribution License (http://creativecommons.org/licenses/by/4.0/), version 4.0 or later. All trademarks within this guide belong to their legitimate owners. Contributors Jean Hollis Weber Bruce Byfield Gillian Pollack Acknowledgments This chapter is adapted from parts of Chapters 6 and 10 in Designing with LibreOffice, by Bruce Byfield, with additional material by Jean Hollis Weber. Feedback Please direct any comments or suggestions about this document to the Documentation Team’s mailing list: [email protected] Note Everything you send to a mailing list, including your email address and any other personal information that is written in the message, is publicly archived and cannot be deleted.

Publication date and software version Published July 2018. Based on LibreOffice 6.0. Note for macOS users Some keystrokes and menu items are different on macOS from those used in Windows and Linux. The table below gives some common substitutions for the instructions in this book. For a more detailed list, see the application Help.

Windows or Linux macOS equivalent Effect Tools > Options LibreOffice > Preferences Access setup options menu selection Right-click Control+click and/or right-click Open a context menu depending on computer setup Ctrl (Control) ⌘ ( (Command) Used with other keys F5 Shift+⌘ (+F5 Open the Navigator F11 ⌘ (+T Open the sidebar Styles and Formatting deck

Documentation for LibreOffice is available at http://documentation.libreoffice.org/en/ Contents Copyright...... 2 Contributors...... 2 Acknowledgments...... 2 Feedback...... 2 Publication date and software version...... 2 Note for macOS users...... 2 Introduction...... 4 Types of list...... 4 Bullet lists...... 4 The conventions for bullet lists...... 5 Numbered lists...... 5 The conventions for numbered lists...... 6 Outline lists...... 6 The conventions for outline lists...... 6 Combining list and paragraph styles...... 7 Restarting paragraph numbering...... 8 Nesting lists...... 8 Outlining with paragraph styles...... 9 Creating outlines with a single paragraph style...... 9 Adding paragraph styles to outline levels...... 9 Skipping a paragraph in a list...... 10 Applying list styles...... 10 Restarting or continuing the numbering...... 11 Naming list styles...... 11 Formatting list styles...... 12 Positioning bullets, numbers, and list items...... 13 Understanding position fields...... 13 Formatting ordered (numbered) lists...... 14 Adding characters before and after numbers...... 15 Setting the character style...... 15 Example: Formatting large list numbers...... 15 Working with two-digit list numbers...... 16 Restarting a numbered list...... 17 Designing unordered (bulleted) lists...... 17 Example: Making a checklist...... 17 Using images as bullets...... 18 Example: Styling the Tips, Notes, and Cautions in this book...... 19

Chapter 12 Lists: Tips and Tricks | 3 Introduction

This chapter expands on information given in Chapter 9, Working with Styles, and provides some extra examples. In many word processors, list options are included in paragraph styles, but Writer treats them as a separate type of style. Writer’s separate list styles have two major advantages: • The same list style can be used with multiple paragraph styles, avoiding duplication of design work. • A paragraph’s associated list style can be changed with a single selection.

Tip

You cannot change the style used by the default toolbar icons for lists. You can create new toolbar buttons that apply list styles to paragraphs, but a better strategy is to create paragraph styles for lists and, if you wish, create toolbar icons for them. See Chapter 21, Customizing Writer, for information on creating toolbar buttons.

Types of list

With list styles, you can create three types of list: • Bullet lists: Unordered lists whose items start with a bullet, special character, dingbat, or graphic. • Numbered lists: Ordered lists whose items start with a number, upper or lower case letters, or upper and lower case Roman numerals. • Outline lists: Hierarchical summaries of an argument or piece of writing, in which each level has its own numbering system. All these types of list are in common use today, especially online. Each type of list has its own set of conventions about how they are structured and used, as described in this section. Bullet lists Bullet lists are popular in technical documents, presentations, many web sites, and other online documents. Writer provides several pre-defined bullet list styles (see Figure 1), and you can select others from the Gallery or create your own bullets.

Figure 1: Writer’s pre-defined bullet types

4 | Chapter 12 Lists: Tips and Tricks Tip

Bullet list styles can be used for other purposes in addition to normal lists, especially if you choose a graphic for the bullet. See “Example: Styling the Tips, Notes, and Cautions in this book” on page 19.

The conventions for bullet lists The use of bullet lists follows well-defined conventions: • Are used only when the order of the points is irrelevant. You might want to arrange points for rhetorical effect, starting with one fairly important point and ending with your strongest point, but readers do not actually need to know one point before another. • Have three points or more. If you have two points, they both stay in the body of the text. • Are introduced in the last sentence in the body text above them either without any punctuation, or with a colon. • Consist of points that are all grammatical completions of the last sentence in the paragraph before them. That means that each point has a similar grammatical structure to the others. In this bullet list, for instance, each point starts with a present tense verb. • May be sentence fragments, but should be consistent with each other. For example, they could be all nouns or participles. • Start with a bullet on, or indented from, the left margin, then indent for the text. If they are lists within lists, then the bullet has the same indent as the text in the top level list. • Can start with either an upper or lower case letter, so long as the convention is consistent throughout the list and the document. • End each point with the same punctuation. Commas, semi-colons, periods, or no punctuation are all valid choices. What matters is the consistency of list items and of all lists within the document. • Are generally no more than 6–8 items long. Much longer, and the ease of reading is lost. • Do not use an “and,” “or,” or any other word to introduce the last point in the list, even though that would be grammatically correct. • Are sometimes considered too informal to use. When in doubt, avoid them. Numbered lists While people number lists all the time, the convention is that numbered lists should only be used when the order of the information matters. For instance, in a procedure in a technical manual, one step might be impossible – or even dangerous – without doing another one first. Writer provides several pre-defined numbered list styles (see Figure 2), and you can define others.

Figure 2: Writer’s pre-defined numbered lists

Types of list | 5 The conventions for numbered lists Numbered lists have fewer conventions than bullet lists, but they do have a few: • They are used when the order of items is important. If the order is irrelevant, use bullet lists instead. • Like bullet lists, they are used only for three items or more. Two-step procedures stay in the body of the text. • They are generally introduced in the body text by a summary of the overall task they describe that ends in a colon. For example, “To install the software update, follow these steps:” or, simply “To install:” • Each step can have multiple paragraphs, most of them unnumbered, describing what happens when it is performed or the alternatives. • The steps in a procedure should be less than a dozen (some suggest 6–8).

Tip

If each step has multiple paragraphs or you have more than about a dozen steps, you may need to break down the list into smaller lists or else present the points as ordinary body text.

Outline lists Outline lists summarize the structure of a much longer, typically unwritten document. In finished technical and legal documents, they are used in headings to make the structure obvious, although this use is becoming less common than it was a few decades ago. Writer gives several options for outline lists (see Figure 3). List styles create an outline method that uses a single paragraph style. When such a paragraph style is in use, you change the level and the numbering by pressing the Tab key to descend a level, and Shift+Tab to ascend a level. This single style outlining is by far the quickest to apply and learn. You can choose to use outline lists when writing a document and then, before publication, remove the letters and numbers of the outline by changing or removing the numbering style associated with the paragraph style.

Figure 3: Writer’s pre-defined outline list styles The conventions for outline lists The conventions for outline lists are: • Usually, a different numbering system is used for each level to help distinguish them.

6 | Chapter 12 Lists: Tips and Tricks • Levels can be ordered using Arabic numerals, upper and lower case Roman numerals, and upper and lower case letters. • Upper case Roman numerals are usually reserved for the top level, and upper case letters are used before lower case ones. Another alternative is Arabic numbers followed by lower case letters. However, these rules are not fixed. • In technical manuals, multiple levels used to be common in headings (for instance, I.A.2 or 1.1.1). This style has largely fallen out of practice except in a few specialized cases such as legal documents, for the obvious reason that they are hard to remember. Also, if each heading is indented, after two or three levels almost no space is left for text.

Combining list and paragraph styles

Paragraph styles are essential to lists and outlining. When applying a list style, the underlying paragraph style remains unchanged. If your list must also have a certain font size, indentations, and so on, you might expect to first apply a paragraph style and then a list style (or the other way around). However, you can embed a list style in a paragraph style using the Outline & Numbering page of the Paragraph Style dialog, and then apply only the paragraph style to the list. This section gives an example of combining list and paragraph styles: 1) Create a list style you want to use for the paragraph. For example: MyNumberedList. 2) Create a new paragraph style. 3) On the Organizer page of the Paragraph Style dialog: a) Give the new paragraph style a name, say NumberedParagraph. b) For the Next Style, choose NumberedParagraph (this will make the following paragraph also be in this style, until you choose a different style). c) In Inherited from, choose None. 4) Set up this paragraph style to your liking. Because the indentation is controlled by the List style, to avoid undesired interactions do not change the indent settings on the Indents & Spacing page. (You might want to change the spacing above and below the paragraph.) 5) On the Outline & Numbering page (Figure 4), choose the MyNumberedList style created in step 1. See FIgure 4. 6) Click OK to save this style.

Figure 4: Assigning a List style to a Paragraph style

Combining list and paragraph styles | 7 To have full control, it is common practice to define three base paragraph styles for lists: List Start for the first element of the list, List Continue for the subsequent elements of the list, and List End for the last element of the list. You could also define a paragraph style to be used for unnumbered list items (one for each nested level you intend to use) as well as an introductory style for the paragraph preceding the start of the list, to allow for keeping the introductory paragraph with the first list item or for specifying spacing before the first list item that is different from the spacing between other paragraphs. Restarting paragraph numbering To restart the numbering of any numbered list, right-click the paragraph and select Restart Numbering from the context menu or use the Restart at this paragraph option in the Numbering section on the Paragraph dialog (Figure 5).

Figure 5: Restarting paragraph numbering Note The Restart at this paragraph field in the Line Numbering section of the Outline & Numbering tab is for line numbering, not paragraph numbering.

Nesting lists A nested list – a list within a list – is a numbered or bulleted list with subordinate (usually indented) numbered or bulleted lists. Rather than being just a list of numbered items (1, 2, 3...), a nested list may have item 1, then indented items numbered a, b, c or i, ii, iii or some other numbering method before the main number 2. With numbering styles, you can achieve any combination of numbering formats you want. A nested list may even combine numbered items with bulleted items. To nest a list, you have two choices. The first is to create a list style, and set up two or more list levels with different formatting choices on the Position and Options tabs. The advantage of list levels is that each level can be formatted separately, but all the levels remain connected. You can switch to the next level below by pressing the Tab key, or to the one above by pressing Shift+Tab. The preview pane can help you set up each list level, and the customized list style is associated with a paragraph style for use. To switch to a lower list level while using the associated paragraph style, press the Tab key before entering content; to switch to a higher list level, press Shift+Tab. The second choice is to create two list styles, then associate each list style with a separate paragraph style.

8 | Chapter 12 Lists: Tips and Tricks Neither choice has any advantage over the other, since you are still dealing with the same options. However, in both cases, each nested list is typically indented more than the list level above it. Typically, too, each list level will use a different bullet style or numbering system. Style names like Bulleted and Bulleted 2 or Nested will help to remind you of the relation between the two paragraph styles. For convenience, use the same names for both the Paragraph and List styles, since they cannot be mixed up.

Figure 6: Nested lists created using two separate list styles

Outlining with paragraph styles

LibreOffice has several ways to outline using paragraph styles. With Tools > Chapter Numbering, you can choose a numbering style for each paragraph style, making it part of the Outline Levels. Alternatively, you can ignore Tools > Chapter Numbering, and associate each Heading style with a separate list style using the Styles and Formatting window. An even easier form of outlining is to create a single list style for outlining. You can manually set up the different levels on the list style’s Customize tab, or you can get much the same result by selecting a pre-defined pattern from the list style’s Outline tab instead. To use the paragraph style, press Enter+Tab to add a sub-level paragraph. The sub-level paragraph automatically uses the numbering pattern of the list style. To raise the level of a paragraph style, press Enter+Tab+Shift. Creating outlines with a single paragraph style To set up a single paragraph style for outlining: 1) Create a list style and associate it with one of the pre-defined formats on the Outline tab. 2) Select or make a paragraph style for outlining. You cannot use the Heading 1-10 styles. Presumably, this restriction prevents confusion between a single paragraph style outline and the registered outline levels (see next section). 3) On the Organizer tab of the paragraph style, set the style to use itself as the Next style. 4) Assign the list style to the paragraph style using the Numbering field on the paragraph style’s Outline & Numbering tab. Adding paragraph styles to outline levels Outline levels are a concept used throughout LibreOffice to automate advanced features. For example, outline levels determine which paragraph styles are displayed by default in the Navigator under Headings, and in a table of contents.

Outlining with paragraph styles | 9 By default, outline levels are mapped to the Heading 1-10 paragraph styles. Outline Level 1 is mapped to Heading 1, and so on. You can change these mappings, or add another paragraph style to an outline level in the Outline level field on the Outline & Numbering tab (see Figure 7).

Figure 7: Assigning a paragraph style to an outline level Tip

You can assign more than one paragraph style to an outline level, but only one paragraph style displays in Tools > Chapter Numbering.

Skipping a paragraph in a list In many lists, each paragraph is a list item and is therefore numbered or bulleted. However, you sometimes need to break up a list with an unnumbered or unbulleted paragraph that gives more detail about a list item. Without such a paragraph, a list item may turn into a long paragraph, reducing the readability. To create a style for such paragraphs, use the paragraph style with a list to create a linked paragraph that is mostly formatted identically except for on the Outline & Numbering tab, where: • Outline Level is set to Body Text. • Numbering Style is set to None. • This paragraph in line numbering is unchecked. If you have only a few horizontal indents, this style may be usable with multiple lists. Body Text Indent is a pre-defined paragraph style that you can use for this purpose.

Applying list styles

List styles define properties such as indentation, numbering style (for example, 1,2,3; a,b,c; or bullets), and punctuation after the number, but they do not by themselves define properties such as font, borders, text flow, and so on. The latter are properties of paragraph styles. If your list needs to have specific paragraph-style properties, embed the list style into paragraph styles, as explained in Chapter 9. You can then create a list by applying paragraph styles alone. Writer has two series of predefined list styles, named List (for bullet lists) and Numbering (for numbered lists). Each series contains five list styles, intended for the different levels of a nested list. As with any style, you can redefine the properties of these styles, for example the numbering or bullet symbol and the indentation. You can also define other list styles in these series or create your own series. Each of the list styles predefined in Writer has four associated paragraph styles. For more information, see Chapter 9. Much more information about list styles is in Chapter 11, Lists.

10 | Chapter 12 Lists: Tips and Tricks If you only want to apply a list style (that is, the numbering or bullet symbol and the indentation), then place the cursor in the paragraph and double-click on the desired list style in the List Styles section of the Styles and Formatting tab in the sidebar. List styles can have up to ten levels, used for nested lists. To switch from one level to another, use the Promote One Level or Demote One Level icons on the Bullets and Numbering toolbar, or press the Tab key (one level down) or Shift+Tab keys (one level up), or right-click on the list element and select Promote One Level or Demote One Level from the context menu. Restarting or continuing the numbering When creating more than one numbered list of the same type within the same chapter, Writer applies sequential numbering to all the lists. Sometimes this is what you want (for example, when placing illustrations between the numbered paragraphs), while at other times you want to restart the numbering. To restart numbering from 1, you can do any of the following: • Click the Restart numbering icon on the Bullets and Numbering toolbar. • Right-click on the first element of the list and choose Restart Numbering from the context menu. • Right-click on the first element of the list, choose Paragraph from the context menu, and go to the Outline & Numbering tab of the Paragraph dialog. In the Numbering section, select Restart at this paragraph and Start with, and set the number (see Figure 8).

Figure 8: Restarting numbering If you find that the numbering does not restart as intended using the first or second method, or if you want to restart from a number greater than 1, use the third method. When editing a document, you may want to change from restarting numbering to continuing the numbering from a previous list. To do so, right-click on the list element and choose Continue previous numbering from the context menu.

Naming list styles

LibreOffice uses List 1-5 for default bullet lists, and Numbering 1-5 for numbered lists. However, you may wish to add your own styles and give them descriptive names like Arabic Numeral Blue or Lower Case Indented.

Tip Using the same name for both the list style and the paragraph style with which it is linked can make working with different types of styles much easier. If you use a character style to define the bullet or number, give it the same name, too.

Naming list styles | 11 Along with each basic paragraph style, LibreOffice also includes list styles ending in Cont. (Continue), End, and Start. You can use these styles to customize lists. For example, the Start list style might have extra space above it to separate the list from the body text, and the End list style extra space below it. The Cont. style is often used for numbered or bulletted paragraphs paragraphs in a list, where the spacing between list items is different from the spacing of the first and last items. It is also often used for unnumbered (or non-bulletted) paragraphs when a list item has more than one paragraph, by setting the Numbering field to None on the Options tab. If you decide not to use these styles, you can right-click each of them in the Styles and Formatting window and hide them. You can go to the Hidden view and unhide them later if you decide you need them after all.

Figure 9: Give related styles similar names and you can locate the ones you need more quickly

Formatting list styles

You have two ways of formatting bullets and numbers in list styles. The quick way is to select a style from the Bullets, Numbering Style, Outline, or Image tabs for a list style. Each of these tabs give a variety of options, although not an exhaustive list. Although the choices on the Image tab look old-fashioned, they can be useful; for instance, see “Example: Styling the Tips, Notes, and Cautions in this book” on page 19. The second and more practical way is to customize bullets or numbered lists for yourself, using the Options and Position tabs. Both tabs have ten levels. This setting is mostly useful for creating a single outline numbering style, in which the numbering changes each time you press the Tab key (see “Outline lists” on page 6).For most bulleted and numbered lists, either set the Level to 1, or leave the Level at the default 1-10.

12 | Chapter 12 Lists: Tips and Tricks Figure 10: The bullets on the Image tab

If your design gets muddled, restart by clicking the Default button on the Position tab or the Reset button on any tab. Positioning bullets, numbers, and list items The Position tab sets up the spacing before bullets or numbers, and between the bullet or number and the text. When a list style is linked to a paragraph style, editing the fields on the Position tab in the list number dialog results in changes to the Indent > Before text and Indent > First line settings on the Indents & Spacing tab for the paragraph style.

Figure 11: The Position tab is one of two tabs in the list style dialog for customizing lists The reverse is also true. However, to avoid complications, make all the changes on the Position tab for the list style. Not only is that the logical place to look for changes on the list style, but adjusting the paragraph settings usually involves negative entries for the First Line field, which can complicate editing immensely.

Formatting list styles | 13 Understanding position fields

Figure 12: Fields on the Position tab for list styles and what they refer to When you are defining a new list style, the important fields on the Position tab are: • Aligned at: The vertical position for numbers, measured from the left margin. In most cases, you can leave this field at 0 (at the left margin). However, if you use any Numbering Alignment except Left, numbers set this field to another value. • Numbering Alignment: How the bullet or number is aligned. Most of the time, you can leave this field at the default of Left, but if you are having trouble positioning text, changing the alignment to Center or Right can sometimes solve the problem, especially for lists or levels that require two-digit numbers.

Figure 13: The dotted line is the margin in this example. If the value of the Numbering Alignment is 0, then choosing Center or Right can force the numbers into the left margin. • Numbering followed by: Sets the space between the number or bullet and the text. Although the choices include space or nothing, the choice that offers the most control is Tab Stop. Set the exact tab in the at field directly below the drop-down list. • Aligned at: Sets where the numbers or bullets are on the line. In many cases, this setting is 0 points – that is, against the left margin. • Indent at: Sets the start of the text. This setting should be equal or greater to the tab stop set for Numbering followed by. Formatting ordered (numbered) lists To create a numbered list, select a numbering style from the Number field on the Options tab. The selections in the drop-down list begin with typical choices for Western European languages: Arabic, upper and lower case letters, and upper and lower case Roman numerals. Scroll down, and options for Bulgarian, Russian, Serbian, and Greek are available.

14 | Chapter 12 Lists: Tips and Tricks Figure 14: Select a numbering style from the Options tab

Adding characters before and after numbers You can set up to 40 characters before or after the actual number using the Before and After fields. These characters are added automatically whenever the list style they are attached to is applied. Common characters after a number might be a period, a parenthesis, or both. Alternatively, you might put a parenthesis both before or after the number, or text such as Step # in the Before field. In a List Cont. style, you might add (Continued) before. More elaborately, you might set a paragraph style to start at the top of the page, then attach to it a list style with text so that the paragraph style will automatically add text. In a numbered list, you can choose the number of outline levels in the list by adjusting the Show sublevels field. For example, if you decided to show three sublevels, the first use of the third sublevel would be numbered 1.1.1.

Note Using the Before, After, and/or Show sublevels fields means that the settings on the Position tab need to be adjusted so there is enough space between the number and the text.

Setting the character style By default, the Character Style field for numbered lists is set to the Numbering Symbol character style, and for bulleted lists to the Bullets character style. For most purposes, you probably have no reason to change these defaults. Unless modified, these character styles use the same font and font size as the Default Style character style, and apply to both the number and any text in the Before or After fields. Common modifications include making the numbers or bullets larger, giving them a corporate color, making them bold, or using a condensed version of a font. Note You may need to change the text indent if you use a larger font, especially for two or three digit numbers. The line height may also need to be increased.

Formatting list styles | 15 Example: Formatting large list numbers You may want to have the numbers in a larger or different font, or a different color, from the text of the list. To create this effect, follow these steps: 1) Create a new character style for the numbers, or modify an existing character style. For this example, the new style is named Numbers Large. On the Font page of the character style dialog, increase the font size. To change the color of the number, go to the Font Effect page. Click OK to save the new or modified character style. 2) Create a new list style, or modify an existing list style. On the Customize page of the numbering style dialog (Figure 15), choose the character style you created or modified. For this example, choose Numbers Large. Click OK to save the style. 3) Create a new paragraph style, or modify an existing paragraph style. On the Outline & Numbering page of the paragraph style dialog, choose the numbering style you created or modified. 4) Apply the paragraph style in the usual way to the items of the list.

Figure 15: Choosing the character style for the numbers of a list Caution

If you modify an existing character, list, or paragraph style, the changes will affect all lists in the document that use those styles.

Working with two-digit list numbers Numbered lists with two digits can displace list items, upsetting your carefully calculated designs by offsetting the text too much.

16 | Chapter 12 Lists: Tips and Tricks Figure 16: Unless extra spacing is provided, the list items are displaced when the numbering enters two digits.

You can correct this problem in several ways: • Never have a list with more than nine items. Rewrite lists that have more, combining steps or dividing one list into two or more shorter ones. This arrangement may make your instructions easier to remember. • Add extra space between the number and the list item using the Indent at field on the xxx page of the dialog. Do not add so much space that the association between numbers and list items is lost. • Adjust the size of the numbers using the Character Style field on the Customize tab. • Set the Numbering Alignment to Right. Watch that this change does not extend numbers into the left margin. Restarting a numbered list The Customize tab for a numbering style includes a Start at field. However, this field refers to the first time that the list style is used in a document. It is not a tool for re-starting the numbering. To restart the numbering in a list, right-click a paragraph with a list and select Restart Numbering from the menu.

Tip

People occasionally ask for numbered lists that count down from the starting number, instead of up, presumably for Top 10 lists and other countdowns. Unfortunately, LibreOffice will not automatically generate numbers for reverse order in lists. A reverse order list must be entered manually.

Designing unordered (bulleted) lists The default character style for bullets is Bullets. It gives you a standard bullet for the Default style. However, you might want to change the symbol using the Character field. Selecting the Character field opens a dialog from which you can choose any symbol supported by the current font. To choose a truly unusual bullet, set the character style to use a dingbat font. However, be careful: too detailed or unusual a dingbat distracts from the contents. Caution

When you use an unusual character style for bullets, be sure to embed the font used when you share a file.

If your design includes nested bullets – that is, bullet lists within bullet lists – you might want to create an additional list style with a name like Bullets2. However, if you do use more than one bullet list style, make sure their designs are compatible. In fact, indenting the nested bullets and nothing more is enough to distinguish them from the top level bullets.

Formatting list styles | 17 Example: Making a checklist Depending on the characters you choose, bulleted list styles can serve as more than unordered lists. For example, a bullet list can be made into a checklist by selecting the font or character used for the bullet. If you want a checklist to be used with a pen, set up the list style in the usual way, using a character style that uses the OpenSymbol font that ships with LibreOffice, and assign the character U+E00B (a shaded open box) as the bullet (that is two zeros, not lower case “o”s). Print the list, and it is immediately ready for use. Add some corporate branding and letterhead, and the To Do list can be used in business.

Figure 17: With three list styles, you can create both manual and computer-based checklists. If you want to use the list on the computer, create two list styles, one that uses the character U+2752, and one that uses the character U+E531 (a box with a check mark). Create the list using the first style, then tick off an item by applying the second style to it. Depending on the purpose of the list, you can also create a third list style that uses the character U+E532 (an X mark) to indicate items that were not completed. Using images as bullets Using an image instead of a standard bullet is a convenient way to add some originality to your document. However, you are limited by the small size at which most bullets display. Mostly, simple images with strong contrast work best as a substitute bullet. Often, a black and white image is more effective. Images used for bullets are also a way to position an image on a page. In particular, they can be used to create warning signs and indicate in a technical manual or an informal text. In either case, select a graphic to use from Position > Number in the dialog for the List style. Choosing Graphics embeds the picture within the document file. By contrast, Linked graphics only adds a link to the graphic.

Tip

If the image is cut off, either adjust the image size or else change the line spacing to At Least so the top half of the characters in a line is not chopped off.

After you choose Graphics or Linked graphics, the dialog lists a set of fields for editing the bullet: • The Select button opens a file manager to select the picture. • The Width and Height fields set the size at which the picture displays. They do not affect the original picture file. Remember that too large a height requires changing the paragraph Line spacing setting to At Least so that the letters are not cut off at the top. • Keep ratio, when selected, ensures that changing either the Width or Height field changes the other proportionally.

18 | Chapter 12 Lists: Tips and Tricks • Alignment can usually be ignored, but can help when the height of the graphic is greater than the height of the text, as in the Tips, Notes, and Cautions in this book.

Figure 18: The fields for using a picture as a bullet appear after you have selected Options > Number > Graphics or Linked Graphics

Example: Styling the Tips, Notes, and Cautions in this book List styles can be used for more than lists. For example, the Tips, Notes, and Cautions in this book use list styles to position the graphics and text. Here is how the Tips are created and used. The others are done in the same way, but with a different logo and text.

Tip

Here is an example of a Tip in this book.

Step 1. Create a paragraph style for the body of a tip, note, or caution. The body of a tip, note, or caution in this book is indented under the heading and has a line under it to set it off from the main text. 1) In the Sidebar, go to Styles and Formatting > Paragraph Styles. Right-click and choose New. Name the new style Text Note. 2) On the Indents & Spacing page (Figure 19), specify the indentation and spacing for the body of the Tip.

Formatting list styles | 19 Figure 19: Choosing indentation and spacing for the body of the Tip

3) On the Borders page (FIgure 20), select a bottom border, increase the thickness, and specify the spacing between the text and the border. Choose Merge with next paragraph to cause the border to appear under only the final paragraph if the Tip includes more than one paragraph. 4) Style the paragraph (font and so on) in the usual way. 5) Click OK to save the paragraph style.

Figure 20: Defining the bottom border of the Tip body text

20 | Chapter 12 Lists: Tips and Tricks Step 2. Create a list style. 1) In the Sidebar, go to Styles and Formatting > List Styles. Right-click and choose New. Name the new style Heading Tip. 2) On the Image page (Figure 21), select an appropriate image. (Or, skip this step and select an image on the Customize page.)

Figure 21: Selecting a bullet image

3) On the Customize page (Figure 22), choose Graphics in the Number field. Optionally, click Select... in the Graphics field and choose an image from a file or from the Gallery. If the bullet image selected is too large or too small for your design, specify a width and height. You can use these fields to distort the original image. In the Alignment field, select where you want the image to line up with the text.

Figure 22: Customizing the size and alignment of the bullet image

4) On the Position page (Figure 23), choose settings as described in “Positioning bullets, numbers, and list items” on page 13. 5) Click OK to save the list style.

Formatting list styles | 21 Figure 23: Choosing position and spacing settings for the bullet image

Step 3. Create a paragraph style for the Heading Tip and connect it to the list style. 1) In the Sidebar, go to Styles and Formatting > Paragraph Styles. Right-click and choose New. Name the new style Heading Tip. 2) On the Organizer page (Figure 24), specify the Next Style to be the one you created for the body of the Tip; in this case, Text Note.

Figure 24: Specifying the Next Style for a Heading Tip style 3) Style the paragraph in the usual way, then go to the Outline & Numbering page (Figure 25). In the Numbering style field, select the list style you created. Click OK to save the style.

Figure 25: Connecting the list style to the paragraph style

22 | Chapter 12 Lists: Tips and Tricks Step 4. Apply the paragraph styles to the heading and text of the Tip, Note, or Caution. 1) Type the word “Tip” in a new paragraph. (You must enter at least one character or a space, or else the graphic disappears when you press Enter, leaving the indent but no bullet.) 2) Apply the Heading Tip paragraph style. 3) Press Enter. The next paragraph should automatically have the Text Note paragraph style. Type the text for the body of the tip. (If you have already typed the text, then apply the style manually.)

Formatting list styles | 23